What is an admin?
Admins have the highest level of control over the Expense Management account. As an admin, you can complete tasks like:
Editing all settings
Viewing and editing expenses and expense reports for all employees
Approving expense reports for all employees
Adding expense details for your own expenses
Submitting your own expense reports
An Expense Management account can have multiple admins.
Admin dashboard
Admins have access to all pages in the tool. All pages are accessible from the left side panel.
Tasks: From the Tasks page, you can complete your tasks and send email reminders to your employees to complete their tasks. You can also see the status of your own and your employee’s expenses and reports. This gives you a complete picture of your Expense Management account.
Spend insights: This page shows you charts and graphs displaying spending patterns across your business. You can apply filters to see spending by month, merchant, card and more. .
Expenses
All business expenses: All your employees’ expenses are listed on this page. You can view and edit your employee’s expenses.
Your team’s expenses: If you’re assigned as an approver to employees or for a specific project, those expenses will be listed on this page.
Your expenses: Expenses you’ve made are listed on this page. You can add expense details, like category and purpose.
Expense reports
All business reports: All your employee’s expense reports are listed on this page. You can approve reports.
Your team’s reports: If you’re assigned as an approver to employees or for a specific project, expense reports containing those expenses will be listed on this page. You can approve reports.
Your reports: Expense reports you’ve made are listed on this page.
Accounting integration: You can sync your accounting software on this page. Visit the Integrating with Accounting Softwares help article collection to learn more about how to manage your accounting integration.
Admin settings
Within the settings, admins can control how the business’s Expense Management account is set up.
To access the settings, select the Settings tab within the left side panel.
You can find all the settings at the top of the page.
Profile & preferences: View your employee details (e.g., title or location), opt in to text messages, and set your time zone.
Business
Manage projects: Set up projects to allow spenders to assign their expenses to specific projects. View the Add, enable and disable projects help article to learn more.
Manage policies: Create policies to better control how your employees are spending. View the Set up policies help article for instructions.
Manage cost centers: Set up cost centers to allow spenders to assign their expenses to specific cost centers. View the Add, enable and disable cost centers help article for instructions.
Add departments: Add departments and subdepartments to categorize the employees at your business. Learn more about departments in the Set up departments and subdepartments help article.
Set project approvals: Require that expenses for a specific project be approved by the appropriate employee. View the Set up project-based approvals help article for more information.
Upload logo: Add your business’s logo to include branding on PDF exports and expense reports. View the Add your business's logo help article for instructions.
Employees
View employees: View the employees with access to Expense Management and add employee details, like title or location. View the Add employee details help article to learn more.
Set employee approvals: Set up the approval process for all employees on the Expense Management account. View the Set up employee-based approvals help article for instructions.
Manage employee fields: Decide which employee fields—like location or date of joining—you’d like to capture and create custom employee fields. View the Manage employee fields help article for instructions.
Assign default administrator: A default administrator completes and submits expenses for employees who don’t have Expense Management access, ensuring that their expenses are properly reconciled. For more information, view the Assign a default administrator for expenses help article.
Add job levels: You can assign job levels to your employees in Expense Management. Learn more about how to add job levels in the Add job levels help article.
Expenses & reports
Manage expense rules: Expense rules allow for expense fields (i.e., category or cost center) to be auto-filled based on the merchant’s name. View the Set up expense rules help article for instructions.
Set expense fields: Expense fields are the details, like purpose or category, spenders add about their expenses. View the Add custom expense fields help article and Set expense fields as mandatory help article to learn more.
Manage expense categories: Set up categories to allow spenders to assign their expenses to specific categories. View the Add categories and subcategories help article to learn more.
Automate report submission: The tool can automatically add complete expenses to expense reports and submit them on behalf of employees. View the Automatic report submission help article for instructions.
Customize receipt requirements: You can set rules to define how receipts are captured across the business. Read more in the Customize receipt requirements help article.
Enable advanced features: Enable and disable advanced features for expenses reports and expense reports—like split, restriction of pending transactions, or report verification. View the Enable advanced features help article for instructions.
Notifications & reminders: Manage business-wide notifications, set your notifications and set up automatic reminders.
If you need further assistance, contact our support team at support@capitalone-fylehq.com.